Good Technology Whitepaper: Mobile Content Collaboration

Mobile Content
Collaboration and
its Benefits Across
Your Enterprise
A Good Technology Whitepaper

Contents
Introduction
The Key Elements of a Secure Mobile Content
Collaboration Solution
Content Collaboration Scenarios
Case Studies
Conclusion
3
4
5
6
9
Mobile Content Collaboration and its Benefits Across Your Enterprise | 866-7-BE-GOOD | good.com 2

Introduction
As more and more tech-savvy people enter the workforce, the pressure is on IT departments to allow users
to work on their favorite tools, rather than limiting them to tightly controlled IT-managed devices and software.
One of the biggest IT challenges of the past five years has been how to deal with employee use of personal
laptops, smartphones, tablets, and other devices – for both work and play – at home, in the office, and on the
road. This phenomenon is known as Bring Your Own Device (BYOD).
IT’s task doesn’t end with managing and securing employee devices. In fact, BYOD typically leads to Bring
Your Own Apps (BYOA), in which employees use their own applications for work purposes, and Bring Your
Own Cloud (BYOC), in which employees use cloud services such as Dropbox™
and YouSendIt®
to increase
their productivity. Even executives are joining in: intrigued by the elegance of iPhones and iPads, they’re put-
ting pressure on IT to add the latest devices, apps, and services to the corporate infrastructure.
Although the “BYO” movement presents companies with unique management and security challenges, many
organizations find the potential benefits compelling. For example, a company that lets traveling employees
access files and collaborate from a smartphone or tablet will likely experience enhanced productivity and
satisfaction across its workforce – and may even gain a competitive advantage by attracting the best and
brightest workers from the younger generation. To make this possible, IT must be able not only to manage
and secure the devices, but also to synchronize and secure all corporate content that employees consume. As
users access and collaborate on the latest versions of documents, IT must be sure that sensitive data and the
corporate infrastructure are protected from malware, intrusion, loss, and theft.
Hungry for simpler ways to synchronize documents across devices and collaborate, many of today’s corporate
users take advantage of consumer-grade cloud services such as Dropbox. Unfortunately, these offerings lack
the enterprise-level security and protection that IT departments require. There are more secure solutions, such
as SSL-based virtual private networks, but they force IT to create and continually update separate DMZ docu-
ment repositories – which are difficult and costly to manage, and often unreliable or challenging to access.
52% of the companies
surveyed are planning Mobile
Productivity projects to allow
employees to access, sync
and share documents.
Source: 2012 IMTS Surveys; N=406
52% YES
41% NO
6% DON’T KNOW/NOT SURE
1% DND

The Key Elements of a Secure Mobile Content Collaboration Solution
Organizations that want the benefits of a highly productive mobile workforce need to start by putting
enterprise-grade mobile data access and content collaboration technology in place. Any solution should let
employees work together seamlessly and synchronize enterprise files effortlessly. At the same time, the
solution must give IT the security, management, and governance to protect its network and data and assure
compliance with internal policies and external regulations.
Good Share enhances the productivity of mobile employees as well of as of IT staff. It provides secure
mobile content access and document sharing – including file server and Microsoft SharePoint®
access –
without requiring VPNs, firewall re-configurations, or duplicate repositories. Users can be sure that all the
content they access is the latest version, and – based on IT policy – can store, present, and edit documents
on smartphones and tablets using IT-approved mobile applications such as Byte Squared Office2
HD for Good
and Picsel®
Smart Office™
for Good.
In addition to providing a secure document container on most mobile devices, Good Share offers robust
corporate governance capabilities, including:
• Highly granular creation and enforcement of content and application policies
• Integration with Active Directory Group Policies
• File expiration control
• Policy-based control over downloading, caching, annotating, emailing, printing, opening, and saving
Good Share also provides IT with a full set of content policies, as well as extensive auditing and reporting ca-
pabilities, to help ensure security and demonstrate regulatory compliance. To enable a higher level of security,
IT can select RSA SecureID®
authentication in addition to built-in multi-factor authentication. Good Share’s
robust, enterprise-class architecture can meet the requirements of even the largest, most security-sensitive
organizations.
10%
30%
50%
20%
40%
60%
SharePoint Intranet Laptop Other File
Shares
Documentum Autonomy DND/
Not Sure
SharePoint and Intranet are the
Top 2 repositories companies plan
on giving employees access to.

Content Collaboration Scenarios
A recent survey of IT executives found that the need for mobile data access and mobile collaboration runs
across many organizational departments. Sponsored by Copiun (now a part of Good Technology) and con-
ducted with International Marketing and Technology Solutions, Inc. (IMTS), the “Trends in Mobile Collaboration
Survey 2012” found that the top two departments requiring such collaboration are Sales and Services, fol-
lowed closely by Administration, Human Resources, and Finance.
Mobile content collaboration improves productivity within the enterprise, and eases the technical burden
placed on IT for support and maintenance of separate mobile repositories. Many organizations have met their
mobile data access and content collaboration challenges with Good Share.
Sales and Technical Workers
Few employees live a more mobile life than those in Sales, who often work on the road more than they work
in the office. As they travel across the country or around the world, sales teams have to provide customers
with up-to-the-minute catalog, pricing, and product availability information. They also need access to the latest
product and marketing collateral. Having direct SharePoint or file server access and the latest documents
stored on their laptops, tablets, or smartphones helps them close sales more quickly and easily.
These field sales workers are also among the biggest corporate users of tablets. They need to access – and
collaborate on – the latest reference designs, user manuals, customer service agreements, equipment inven-
tory information, forms, and various other content.
10%
30%
50%
20%
40%
60%
Sales Services Administration Finance Human
Resources
If done correctly, everyone
benefits from mobile
collaboration—not just
Sales and Services.

Case Study: Furniture Retailer
A large brand-name furniture retailer with stores in more than 30 states wanted to let its regional sales man-
agers get rid of their laptops and take nothing but iPads on the road, while retaining instant access to internal
sales documents and personnel data. Employees started using Dropbox for document access and collabora-
tion – leading to unsecured confidential data outside the network and beyond IT’s control. Additionally, Drop-
box’s synchronization features were often unreliable, rendering documents sometimes missing or inaccessible.
Deploying Good Share gave mobile sales employees direct file server access without the need to use Drop-
box – providing the ease of use sales managers demanded and the control IT required. Employees no longer
had to remember to save files to a separate Dropbox folder, nor wrestle with a VPN for connectivity – and they
found Good Share’s file synchronization to be much more reliable than Dropbox’s.
IT was relieved that confidential data no longer left the corporate network. With its robust data governance
capabilities, Good Share also eliminated the problem of employees taking saved documents with them as they
leave the company.
Case Study: Industrial Distributor
Womack Machine Supply, a distributor of hydraulic, pneumatic, and automation equipment to customers
across many industries, needed a secure, reliable alternative solution to Dropbox for giving mobile sales em-
ployees access to internal documents. With Good Share, Womack can now let employees use iPads instead
of Dropbox for their enterprise document sharing. Users can quickly and easily set up Good Share on their
mobile devices; IT has little involvement beyond managing licenses.
“Our sales team needed simple, direct access to all of its documents on their iPads so they could shed their
laptops while on the road, and we weren’t willing to sacrifice information security,” says Matthew Britt, informa-
tion services director at Womack Machine Supply. “Good Share is the only way to balance those needs. It’s
easy to use for our mobile workers and requires very little from the IS department to set up and support. There
are a lot of happy iPad users around here now.”
NOT IMPORTANT VERY IMPORTANT
No duplication of data
Convenience for employees
Collaboration capabilities
Leveraging existing infrastructure
VPN-less access
Maintaining data ownership, security and governance
Maintaining data ownership, security and governance is the most important
criteria for companies in allowing document access to their employees.

Knowledge Workers
Knowledge workers make up the majority of workers in many organizations, and work across departments and
industries. Mobile workers in financial, administration, and HR roles need secure ways to distribute and access
quarterly financial documents, operations briefings and reports, training materials, new policy information, and
emergency messages and notifications.
Mobile marketing teams are looking for mobile collaboration with each other, as well as with partner creative
agencies and PR firms. Lawyers and financial advisors want to access and collaborate on documents related
to mergers and acquisitions, financial reports, and new projects.
Case Study: State University
The typical university presents a highly collaborative information worker environment. A large state university
with more than 35,000 students and 7,000 employees sought to provide its global road warrior employees with
easy, secure file sharing as well as access to university research and other content. As with most universities,
its researchers travel to all corners of the globe, including many parts of Asia where virtual private network
services are not always reliable – or even available.
The university rolled out Good Share first to its IT department, and then university-wide. The IT department
found Good Share easy to deploy and appreciated that mobile workers have secure file server access to the
most current information stored on the university’s Windows, Samba, and SharePoint servers without having
to use a VPN. This feature makes them more productive and helps them serve their constituents more effec-
tively. VPN-less access is particularly useful for globally dispersed researchers.
Executives
Executives are often the most mobile of employees. As a result, they require SharePoint or file server access
to all kinds of content, including financial and strategy documents and various highly confidential executive
communications.
NOT IMPORTANT VERY IMPORTANT
Help desk support
Application management
Integration with IT infrastructure
Device security and management
Supporting multiple smartphone platforms
Data security and compliance management
Data security and compliance management is the number one mobile device
challenge companies face today.
Source: 2012 IMTS Surveys, N=406

Case Study: Investment Firm
Dorchester Capital Advisors, a global investment firm, issued iPads to all of its employees, enabling them to
access the firm’s marketing collateral, newsletters, and financials. Employees then began using Dropbox to
access the files they needed while on the road – but Dorchester needed a more secure mobile collaboration
solution to protect sensitive data and comply with current regulations.
With Good Share, the firm’s IT group controls not only who has access to sensitive documents, but also what
they can do with them, including edit, save, print, and email. IT is also confident that departing employees
can’t take sensitive information with them. Investment teams can get their work done much more efficiently,
knowing they have access to the latest files without needing to remember to store documents in a special
workspace for mobile access.
“Our team needed simple, direct access to up-to-date marketing and financial documents on their iPads,” says
Joseph Gruenling, director of information technology at Dorchester Capital Advisors, “and we absolutely need-
ed to be assured of information security. Good Share met both of these requirements. Our mobile partners find
it intuitive and easy to use. With its secure VPN-less access, trusted app sharing features, and more, IT can
control our corporate data ownership and ensure complete data security – and all with very low management
overhead.”
Case Study: Investment Firm
A top-tier investment firm’s policy board made it a requirement to allow managing directors to access and
share files via their iPads. The motive was not only convenience, but also avoiding the printing of large docu-
ments in keeping with the company’s green agenda.
Help desk calls have dropped dramatically since
the firm replaced Dropbox with Good Share.
Good Share allowed the company to provide iPad users with file server and SharePoint access. IT is happy to
have found an enterprise-class solution that doesn’t require a duplicate file repository and that keeps its highly
sensitive data safeguarded behind the company firewall. Good Share integrates easily with the company’s
mobile device management solution and RSA security infrastructure. IT has control not only of the content,
but also the applications used to access it. Help desk calls have dropped dramatically since the firm replaced
Dropbox with Good Share. The firm’s security team likes the secure VPN-less access, which requires no risky
firewall reconfigurations. And the company is well on the way to fulfilling its green agenda goals.

Conclusion: Embracing the Mobile Trend
The merging of consumer and IT technology is here to stay. To remain competitive, most organizations will
need to find ways to embrace this trend while protecting their information assets. While IT initially focused
on ways to secure the new devices, it’s clear they must also now focus on securing enterprise data, files,
and mobile content. Enabling secure mobile content access with Good Share provides a boost in employee
productivity – and thanks to IT management and policy, it does so without the risks of using consumer-grade
applications.
Provide simple workable solutions that
are intuitive and easy for mobile workers of
varying adeptness to use.
Protect sensitive and personal information.
Identify personal and corporate data so
that you are not infringing on privacy laws and at
the same time can protect your corporate data.
Isolate corporate data on the device and
ensure compliance with governance policies for
what can be done with business documents.
Tips/Recommendations:
Implement end-to-end governance of all
business data to ensure you have protection
and records management.
Monitor automated actions continuously
to ensure compliance with corporate policies
and regulations.
Ensure that you have a way to deal with
departing employees and have security mecha-
nisms in place such as remote wipe and pass-
code protection for lost and stolen devices.
©2012 Good Technology Corporation and its related entities. All rights reserved. Good, Good Technology, the Good logo, Good for Enterprise, Good for
You, Good Dynamics, Secured by Good, Good Connect, Good Mobile Manager, Good Share and Good Dynamics AppKinetics are trademarks of Good
Technology Corporation and its related entities. All third-party trademarks, trade names, or service marks may be claimed as the property of their respective
owners. Good’s products and technology are protected by U.S. patents and various other foreign patents. Other patents pending.

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